What a letterhead is and why you'd make one in Google Docs

A letterhead is the header section at the top of a letter that contains your name, address, phone number, email, and sometimes a logo or business name. Instead of typing this information into every letter you write, you create it once as a template and reuse it.

Google Docs is a practical choice for this because the letterhead stays in place when you save the document, share it with others, or print it. You can create a letterhead that looks professional without needing design software, and you can duplicate the document each time you need to write a new letter on the same letterhead.

The process takes about 10 to 15 minutes the first time. After that, you straightforward open your saved letterhead template, make a copy, and start typing your letter below it.

Key Takeaways

  • A letterhead template in Google Docs saves you from retyping your contact information on every letter.
  • You can add your name, address, phone, email, and a straightforward logo or line to make it look professional.
  • Formatting choices like font size, alignment, and spacing take a few clicks and stay consistent each time you use the template.
  • Once your letterhead is complete, you save it as a template and make a copy each time you need a new letter.

Setting up a new Google Docs document for your letterhead

Open Google Docs and create a blank document. At the top of the page, you will see a field that says "Untitled document" — click it and name your document something clear like "Personal Letterhead Template" or "Business Letterhead - [Your Name]". This makes it straightforward to find later when you need to make a copy.

Set your margins before you add any text. Go to File > Page setup. The default margins are usually 1 inch on all sides, which works well for most letterheads. If you want narrower or wider margins, adjust them here. Click OK when you are done.

Now you are ready to add your contact information. The cursor should be at the top left of the page. This is where your letterhead will begin.

Adding your name and contact information

Type your name on the first line. Press Enter once, then type your street address. Press Enter again and add your city, state, and ZIP code on the next line. Press Enter once more and type your phone number and email address.

You now have the basic information in place. Do not worry about how it looks yet — you will format it next. If you are creating a business letterhead, you can add your business name above your personal name, or replace your name with the business name depending on what you need.

Some people add a website or social media handle below the email if that is relevant to the letters they write. Keep it to information someone would actually need to contact you or verify who you are.

Formatting your letterhead to look professional

Select all the text you just typed by pressing Ctrl+A (or Cmd+A on Mac). Now you can format it all at once. Click the font dropdown (it usually says "Arial" or "Calibri") and choose a clean, readable font like Calibri, Arial, or Georgia. Avoid decorative fonts for a letterhead — they are harder to read and look less professional.

With the text still selected, click the font size dropdown and choose 11 or 12 point. This is a standard size for body text and contact information. If you want your name to stand out slightly, you can select just your name and make it 13 or 14 point instead.

Click the alignment button (the lines icon in the toolbar) and choose Center to center your letterhead, or leave it Left aligned if you prefer a more traditional look. Center alignment is common for personal letterheads; left alignment is common for business letterheads. Choose whichever matches the tone you want.

Adding a line or border to separate the letterhead from the letter

After your contact information, press Enter twice to create some space. Then go to Insert > Horizontal line. Google Docs will add a thin line across the page. This visual break signals to the reader that the letterhead ends and the letter begins.

If you do not like the default line, you can customize it. Click on the line, then look for the line color and thickness options in the toolbar. You can make it thicker, thinner, or change its color to match a brand color if you are using this for business.

Press Enter once below the line. This is where the date and recipient address of your actual letter will go when you write it. Leave this space blank in your template.

Adding a logo or business name styling (optional)

If you want to add a logo, place your cursor at the very top of the document, before your name. Go to Insert > Image and upload an image from your computer or Google Drive. Keep the logo small — about 0.5 to 1 inch wide — so it does not overwhelm the letterhead.

You can also add a business name in larger text above your personal name, or in a different color. Select the business name text, then click the text color icon (the "A" with a colored line beneath it) and choose a color. Stick to one accent color to keep it professional.

If you are not adding a logo or business name, you can skip this step entirely. A clean, straightforward letterhead with just your name and contact information is perfectly professional and often preferred.

Saving your letterhead as a reusable template

Once your letterhead looks the way you want it, save the document. Google Docs saves automatically, but you can also press Ctrl+S (or Cmd+S on Mac) to make sure.

Now, every time you need to write a new letter, open this document and go to File > Make a copy. Google Docs will create a duplicate with a name like "Copy of Personal Letterhead Template". You can then rename it to something specific like "Letter to Landlord - January 2025" and start typing your letter below the horizontal line.

This way, your original template stays clean and unchanged, and you have a new document for each letter you write. You can keep all your letters in one folder in Google Drive for straightforward reference later.

Frequently Asked Questions

Can I use a letterhead template from Google Docs instead of making my own?

Yes. Open Google Docs and look for the template gallery on the left side of the screen. Search for "letterhead" and you will see several pre-made options. You can click one, make a copy, and edit it with your own information. This is faster if you like the design, but making your own gives you more control over the look and feel.

What font should I use for a professional letterhead?

Stick with sans-serif fonts like Arial, Calibri, or Helvetica, or serif fonts like Times New Roman or Georgia. These are straightforward to read in print and on screen. Avoid script fonts, decorative fonts, or anything too trendy — your letterhead should look professional in five years, not just today.

Can I add color to my letterhead?

Yes. You can change the text color, the line color, or add a colored background. Keep it subtle — one accent color is usually enough. If you print the letterhead, remember that colored ink costs more, so consider whether the color is necessary or if a straightforward black-and-white version would work just as well.

How do I print my letterhead on actual letterhead paper?

Print your first copy on regular paper to check that everything lines up correctly. Once you are happy with it, load your letterhead paper into your printer and print again. Make sure the paper is oriented the same way (portrait, not landscape) and that your margins match the paper size.

What if I want to change my letterhead after I have already written letters on it?

Edit the original template document with your changes, then save it. The copies you already made will not change — they are separate documents. If you want old letters to match the new letterhead, you would need to open each one and update it manually, or recreate them using the new template.